President

Chief executive officer

The president holds the most
important office in a Toastmasters club. As president, you
provide the leadership and guidance the club needs to meet
its standards and to become a Distinguished Club. You are
responsible for providing the supportive club environment
members need to fulfill their self-development goals, for
making sure that members benefit from the Toastmasters
educational program, and that the club recruits new members
and retains current ones.

The manual When You Are the
President describes the following standards more fully
and explains how to carry them out.

Outside the Club Meeting:

Attend district-sponsored
club officer training.

Ensure club officers meet
officer and meeting standards.

Oversee plan to achieve
Distinguished Club Program goals and ensure club is
Distinguished.

Encourage communication
and leadership development by promoting CC, AC, CL and
AL awards.

Ensure club has an ongoing
membership-building program.

Attend and vote club’s
proxy at district council meetings or authorize a club
member to do so.

Attend regional conference
and International Convention and vote club’s proxy or
send proxy to district governor.

Oversee administrative
operation of club in compliance with the Club
Constitution and Bylaws.

Maintain relationships
with the district and with Toastmasters International.

Schedule and chair monthly
executive committee meetings.

Arrange for a replacement
if unable to attend a club or executive committee
meeting.

Search for leaders, ensure
all club offices are filled for the succeeding term and
ensure timely elections are conducted.

Prepare your successor for
office.

At the Club
Meeting:

Ensure the meeting starts
and ends on time.

Make sure guests are
warmly and enthusiastically welcomed and introduced.

Allow time before and
after the meeting to speak with guests.

Read and/or display the
club mission at every meeting.

Discuss the Distinguished
Club Program and the club’s progress and achievements in
it.

Recognize member
achievements in Toastmasters and in their personal
lives.

Report on the “Moments of
Truth” the club is achieving.

Vice President
Education

Maintaining the Toastmasters
educational program

The office of vice president
education is a critical office in a Toastmasters club. The
Toastmasters educational program depends on the vice
president education to carry out the club’s mission.

As vice president education,
you are responsible for providing and maintaining the
positive environment and the programs through which members
can learn and grow. If you do your job well, your club will
have satisfied members and will continue to grow. Your
efforts also will help the club become a Distinguished Club,
which should be an annual goal.

The manual When You Are the
Vice President Education describes the following
standards more fully and explains how to carry them out.

Outside the Club
Meeting:

Attend district-sponsored
club officer training.

Plan club meetings,
completing schedules and assignments at least three
weeks in advance and confirming each schedule five to
seven days before the meeting.

Promote participation in
the educational program. Get commitment from members to
earn the next level of achievement and track their
progress toward these awards.

Orient new members to the
Toastmasters program within two meetings after they
join.

Assign every new member a
mentor.

Attend club executive
committee meetings and preside when the president is
absent.

Attend district council
meetings and vote the club’s proxy.

Vote at regional and
international business meetings.

Arrange for a replacement
if unable to attend a club or executive committee
meeting.

Prepare successor for
office.

At the Club Meeting:

Ask each new member to be
a Table Topics participant at the first meeting after
joining. Assign him or her to a meeting role at the
third meeting or earlier, and assign the Ice Breaker
manual project at the fourth meeting or sooner.

Ensure a club member
conducts The Successful Club Series programs
Evaluate to Motivate, Moments of Truth, Mentoring and
Finding New Members for Your Club at least once per
year.

Monitor club performance
quarterly in cooperation with the club president.

Vice President
Membership

Building and maintaining club
membership

As vice president membership,
you – with your membership committee – are responsible for
building membership and ensuring a strong membership base by
satisfying the needs of all members. Your job is vital to
the growth and success of the club.

The
manualWhen You Are the Vice President Membership
describes the following standards more fully and explains
how to carry them out.

Outside the Club Meeting:

Attend district-sponsored
club officer training.

Conduct ongoing membership
building programs and efforts. Promote the goal of one
new member per month and, if the club has fewer than 20
members, achieving 20 members by year end or sooner.
Promote club and Toastmasters International
membership-building programs and conduct a minimum of
two formal club membership programs annually.

Follow up on and keep
track of guests, new members and members not attending
meetings.

Explain the educational
program to all prospective members, get their commitment
to join and collect membership applications. Bring the
applications to the club for voting and, if the members
are accepted, collect dues and fees and give them to the
treasurer with the applications.

Attend club executive
committee meetings.

Attend and vote at area
council meetings.

Arrange for a replacement
if unable to attend a club meeting.

Prepare your successor for
office.

At the Club Meeting:

Greet guests and have each
complete a guest card.

Report on current
membership, promote membership campaigns and welcome new
members.

Work with the president
and vice president education to ensure each new member
is formally inducted at the first meeting after being
voted in by the club.

Help guests wishing to
join complete the membership applications.

Speak with fellow members
to determine if their needs are being met.

Vice President
Public Relations

Promote your club!

As the vice president public
relations, you are in charge of the promotional activities
for your club. The manual When You Are the Vice
President Public Relations describes these standards
more fully and explains how to fulfill them.

Produce and distribute a
club newsletter at least monthly, and/or maintain a club
Web site.

Promote membership
programs.

Attend club executive
committee meetings.

Attend other Toastmasters
events.

Arrange for a replacement
if unable to attend a club meeting.

Prepare your successor for
office.

At the Club Meeting:

Announce upcoming events
and programs.

Ask for contributions to
the newsletter and/or Web site.

Greet members and guests.

Secretary

Record keeping and correspondence

As secretary, you are
responsible for keeping clear and accurate records of club
business, including membership records and correspondence
with Toastmasters International’s World Headquarters and
others.

The manual When You Are the Secretary describes the
following standards more fully and explains how to carry
them out.

Outside the Club
Meeting:

Attend district-sponsored
club officer training.

Maintain accurate
membership roster and give it to treasurer to submit
with dues.

Submit new club officer
list to World Headquarters within 10 days after
elections via Web site or mail. Also, submit any changes
to club officers immediately to WHQ.

Handle general club
correspondence.

Keep club files, including
the club charter, Constitution and Bylaws, minutes,
resolutions and correspondence.

Attend club executive
committee meetings.

Arrange for a replacement
if unable to attend meetings.

Prepare your successor for
office.

At the Club Meeting:

Record and read meeting
minutes.

Greet members and guests.

Treasurer

Bookkeeping and financial reporting

As treasurer, you are
responsible for keeping clear and accurate financial records
of club business and for seeing that the club remains
financially stable.

The manual When You Are the
Treasurer describes the following standards more fully
and explains how to carry them out.

Outside the Club
Meeting:

Prepare a budget to be
approved by the executive committee and membership
within one month of taking office.

Provide the bank with a
new signature card by July 1/January 1.

Prepare and send dues
statements by August 15/February 15.

Collect and pay dues to
World Headquarters by October 1 and April 1, and work
with the vice president membership to contact members
who have not paid dues.
Pay dues online.

Submit new member
applications and dues to World Headquarters within 48
hours of receipt. Add new members online.

Pay bills as due.

Keep records of all
financial transactions.

Present verbal and written
financial reports quarterly (October 15, January 15,
April 15 and July 15).

Submit club accounts for
audit.

Attend club executive
committee meetings.

Attend district-sponsored
club officer training.

Arrange for a replacement
if unable to attend a meeting.

Prepare successor for
office.

At the Club Meeting:

Receive completed new
member applications and dues.

Announce when dues are due
and explain dues structure.

Greet members and guests.

Sergeant at Arms

Keeper of club properties

As the sergeant at arms, you
are responsible for maintaining club properties, arranging
the meeting room and welcoming members and guests at each
meeting.

The manual titled When You Are the Sergeant at Arms
describes these standards more fully and explains how to
fulfill them.

Outside the Club
Meeting:

Attend district-sponsored
club officer training.

Schedule the meeting
location.

Maintain club equipment
and check after every meeting to ensure adequate
supplies are available.

Attend club executive
committee meetings.

Arrange for a replacement
if you are unable to attend a club meeting or if you
need assistance.

Prepare your successor for
office.

At the Club Meeting:

Arrange the room and
equipment at least 10 minutes before the meeting begins.
Make sure the lectern is in place, the banner displayed,
evaluation forms and ballots distributed, awards, supply
catalog, progress chart and educational material
displayed, place cards arranged and name badges
available.